Understanding Team Member Permissions

Created by Apryse Bot, Modified on Wed, 22 Apr at 7:50 AM by Daryl Bridges

Xodo Sign uses a role-based permission system to control what each team member can do within a business. There are four team member roles: Super Admin, Manager, Staff, and Read-Only.

Important note about Account Owners

These roles apply only to invited team members. Every Xodo Sign user also has their own standalone account and acts as the Account Owner for that account. Account Owners have all permissions including exclusive access to billing and the ability to delete the business. They do not appear as regular team members because they own the business rather than being invited to it.

Role descriptions

Super Admin — Full business-level permissions except deleting the business. Cannot change account-level settings (billing, subscription).
Manager — Can view, create, edit, delete, and use all business documents and templates. Can cancel ongoing documents.
Staff — Can create, edit, and cancel their own documents. Can use global templates but cannot access other team members' documents.
Read-Only — Can view and download all business documents and templates but cannot create, edit, or cancel anything.

Key permission differences

Only Super Admins can invite team members, assign permissions, and change business settings.
Staff members can only view global templates and edit templates they created themselves.
Only Account Owners can manage billing and delete the business.

For a full permissions breakdown, see the Document Visibility and Permissions by Role article.

Description	Super-Admin	Manager	Staff	Read-only
User Settings: General settings of Date & Time and Notifications for the individual user	✅	✅	✅	✅
Signatures: Add and edit own signatures	✅	✅	✅	✅
Account information: View and edit account details, address & company details, delete Xodo Sign account	✅	❌	❌	❌
Billing: Manage billing information, download and view subscription invoices ( Account owner only )	❌	❌	❌	❌
Subscription page: Manage Xodo Sign subscription ( Account owner only )	❌	❌	❌	❌
Documents
Create Documents	✅	✅	✅	❌
View all documents in Business	✅	✅	Only own documents	✅
Download Documents as PDF	✅	✅	Only own documents	✅
View Document Audit trail	✅	✅	Only own documents	❌
Send reminders	✅	✅	Only own documents	✅
Create copy	✅	✅	Only own documents	❌
Edit document	✅	✅	Only own documents	❌
Cancel document	✅	✅	Only own documents	❌
Delete document	✅	✅	Only own documents	❌
Can view and manage own documents	✅	✅	✅	View Only
Templates & Template Links
Create & Use Templates	✅	✅	✅	❌
Create & Use Template Links	✅	✅	✅	❌
View all Templates	✅	✅	✅¹	✅
Use and edit templates	✅	✅	✅²	❌
Change template settings	✅	❌	❌	❌
Delete templates	✅	✅	❌	❌
Contacts
View Contacts of the Business	✅	✅	✅	✅
Edit Contacts	✅	✅	❌	❌
Archive & Delete Contacts	✅	Archive only	❌	❌
Team
Invite Team members	✅	❌	❌	❌
Assign Team member permission	✅	❌	❌	❌
Deactivate team member	✅	❌	❌	❌
Trash
Recover documents from Trash	✅	✅	Only own documents	❌
Delete permanently	✅	❌	❌	❌
Business Settings
Change business name ( Account owner only )	❌	❌	❌	❌
General Preferences	✅	❌	❌	❌
Delivery Preferences	✅	❌	❌	❌
Expiration & Reminders	✅	❌	❌	❌
Branding	✅	❌	❌	❌

¹ While creating templates, you can select in the checkbox if the template will be visible to Staff members or not - meaning staff members can only view global templates

² Staff members can only edit templates they have created